Fix Workspaces without owners

Find workspaces that have no owner, too few owners or only disabled owners, and give each one an active owner again.

Before you begin

• Your Rencore role needs the permissions to create policies, reviews and automations, and to run built-in actions. See Rencore roles.
• Teams, SharePoint and Microsoft 365 groups are connected and scanned.
• It is good practice to keep at least two owners on every workspace. The steps below catch the workspaces that fall below that.

Steps

Find the workspaces

To flag workspaces without enough owners, you will need to:

1. Click Policies on the Nav Panel.
2. Select Policy Options ([…]) > Create Policy.
3. In the “Policy Template Library”, choose one of these templates:
   • Teams: Teams without owners, Teams with less than 2 owners, Teams with a disabled owner account, Teams with only disabled owner accounts, Shared Channels without owners
   • SharePoint: SharePoint Site Collections without any owners, SharePoint site collections with less than 2 site owners, SharePoint site collections with disabled owners accounts
   • Microsoft 365 groups: Groups with very few owners (the default threshold is 2 owners)
4. Check the logic, then save the policy. See Create a Policy from a Template.

Add an owner

1. For one workspace, open it in the inventory and run the built-in action Add or remove owner to/from a Team, or Add owner user to a group for a Microsoft 365 group. See Executing an Action.
2. To promote an existing member, Create a Custom Automation with the action “Update team member role” or “Update group member role” and set the new role to owner.
3. Workspace owners can add a second owner themselves in the Rencore Teams App. See Managing Workspaces.

Ask someone to take over

Create a Review for the ownerless workspaces. Use object filters to narrow the scope, and set the reviewer assignment to “Specified users”, because a workspace without owners has nobody to assign by default. Only internal users can be reviewers. With the “Members” scope turned on, reviewers can promote a member to owner.

What you see

The policies list every workspace below your owner threshold. When an owner is added, the workspace leaves the list after the next scan.

Limits

• Detection follows the scan. A workspace that loses its last owner shows up after the next scan.
• A review cannot be routed to the members of the workspace it reviews. Name the reviewers.
• Rencore Governance finds and fixes workspaces after they are created. It does not set a maximum number of owners at creation.